Privacy Notice

Effective Date: November 1 2026

Approved Date: October 20 2026

Introduction
The Duke of Edinburgh's International Award Barbados ("Award Barbados") values your privacy and is committed to protecting your personal data. This Privacy Notice explains how we collect, use, and safeguard personal data in compliance with the Barbados Data Protection Act (BDPA).

Who We Are
Award Barbados is a youth development program aimed at empowering young people to achieve personal growth through non-formal education. As part of our operations, we collect and process personal data to deliver our services effectively.

What Data We Collect

We may collect the following categories of personal data:
1. Participants:

Name, date of birth, gender.
Contact information (email, phone number, address).
Photographs/video where applicable
Safeguarding-related information where necessary
Emergency contact details.
Activity records, including evidence of completion.
Information relating to complaints, incidents or disciplinary matters where
applicable
Communications and correspondence

2. Parents/Guardians of Participants:

Name and contact details.
Consent for participants under 18.

3. Volunteers and Staff:

Identification details (name, contact information).
Qualifications and certifications.
Vetting information (where applicable).
Information relating to complaints, incidents or disciplinary matters where
applicable
Communications and correspondence

4. Online Record Book (ORB) Users

Progress logs, uploaded activity evidence, and communication logs between participants and leaders.

How We Collect Your Data
We collect personal data through the following methods:
1. Direct Interactions:

Registration forms completed by participants, guardians, staff, or volunteers.
Information provided during meetings, interviews, or training sessions.

2. Online Platforms:

Data entered by participants, leaders, and volunteers in the Online Record Book (ORB).
Information submitted through our official website or email communications.

3. Third Parties:

Background checks conducted by authorized agencies for volunteers and staff

4. Automated Technologies:

Activity tracking and progress monitoring through the ORB.

Why We Collect Your Data
We collect personal data for the following purposes:
• To register participants, volunteers, and staff.
• To monitor and evaluate participants' progress in the Award program.
• To administer, monitor and assess Award completion
• To support participant safety and Award Administration.
• To comply with legal and regulatory obligations.
• To communicate with stakeholders about program updates and opportunities.

Lawful basis for Processing
Award Barbados processes personal data where permitted by applicable law, including where processing is necessary for the administration and delivery of the Award, to comply with legal or regulatory obligations, to protect the safety and vital interests of individuals where applicable, or where the individual has provided consent where consent is the appropriate lawful basis. The applicable lawful basis will depend on the nature and purpose of the processing.

Providing Personal Data
Some personal data is necessary for Award Barbados to register participants, administer the Award, communicate with participants and volunteers, and meet safety, legal or regulatory requirements. Where information is required for these purposes, failure to provide it may prevent Award Barbados from being able to provide the relevant service or administer participation in the Award. Where the provision of information is optional, this will be indicated at the point of collection.

How We Use Your Data
Personal data will be used only for the purposes for which it was collected, or for another purpose permitted by law. Where personal data is shared with another organisation, Award Barbados will ensure that the disclosure has an appropriate lawful basis and is limited to what is necessary for the relevant purpose.

Sensitive Personal Data
In certain circumstances, Award Barbados may process information requiring additional protection, including information relating to health, disability, safeguarding matters, or criminal background checks where applicable. Such information will only be processed where permitted by law and where appropriate safeguards are in place.

Online Record Book (ORB) and the International Award Foundation
Award Barbados uses the Online Record Book (ORB) and other systems provided or authorised by The Duke of Edinburgh's International Award Foundation ("the Foundation") to administer and support delivery of the Award. Personal data relating to participants, Award Leaders, volunteers and other Award stakeholders may therefore be processed through systems operated by or on behalf of the Foundation or its authorised service providers.

Sharing Your Data
We may share your data with:
1. The International Award Foundation: To administer the ORB and evaluate program delivery.
2. Award Centres and Award Leaders where necessary for Award delivery

3. Award Volunteers and Assessors where necessary
4. Service/ICT providers
5. Emergency Services where necessary
6. Regulatory or government authorities where legally required
7. Other Authorized recipients where permitted by law

International Processing and Transfers
Personal data may be stored or processed outside Barbados through the ORB, the Foundation or other authorised service providers. Where personal data is transferred outside Barbados, Award Barbados will ensure that the applicable requirements of the Barbados Data Protection Act, including requirements relating to adequacy or appropriate safeguards, are satisfied.

How We Protect Your Data
Award Barbados implements appropriate technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration, loss, destruction or misuse. These measures include appropriate access controls, secure authentication, physical security, confidentiality measures and other safeguards proportionate to the nature and risks associated with the processing.

How Long We Keep Your Data
Award Barbados retains personal data only for as long as necessary for the purpose for which it was collected or as required or permitted by law. Retention periods vary depending on the nature and purpose of the information, applicable legal or regulatory requirements, and legitimate organisational requirements. Personal data processed through the ORB may be retained in accordance with the applicable retention arrangements of the International Award Foundation.

Automated Decision-Making
Award Barbados does not currently use personal data to make solely automated decisions that
produce legal effects or similarly significant effects on individuals.

Your Rights
Under the Barbados Data Protection Act (BDPA), you have the following rights regarding your personal data:
1. Access: Request access to the personal data we hold about you.
2. Correction: Correct any inaccuracies in your data.

3. Erasure: Request the deletion of your data under certain conditions.
4. Restriction: Request a restriction on processing your data.
5. Objection: Object to data processing for specific purposes.
6. Data Portability: Request a copy of your data in a structured, commonly used format.

Complaints/Concerns
To exercise these rights or raise a data protection concern, please contact Award Barbados using the contact details below.
Where processing is based on your consent, you may withdraw your consent at any time. Withdrawal of consent does not affect the lawfulness of processing carried out before consent was withdrawn.
You also have the right to lodge a complaint with the Data Protection Commissioner using the
contact details below.

Cookies, Third-Party Content and External Websites
Award Barbados uses cookies and similar technologies on its website to support essential website functionality, security and performance. The website is hosted using Wix, which may place essential cookies on visitors' devices as part of providing and securing the website.
The website may also contain third-party content, including embedded YouTube videos, and links to external websites and services, including the Online Record Book, social media platforms and other third-party resources. When a visitor accesses or interacts with third-party content or follows an external link, the relevant third party may collect or process information in accordance with its own privacy and cookie policies. Award Barbados does not control the privacy practices of external websites or third-party services and encourages visitors to review
their applicable privacy information.

Contact Information
For questions or concerns about this Privacy Notice, please contact:

Fabian Norville – Operations Manager
The Duke of Edinburgh's International Award Barbados
Sheraton Mall, Sargeant’s Village, Christ Church, Barbados
office@theawardbarbados.com
436-8754

You may also contact Ms. Lisa Greves, the Data Protection Commissioner at:
Data Protection Commission, Ministry of Industry, Innovation, Science and Technology,
5th Floor SSA Building,
Vaucluse, St. Thomas.
Email: lisa.greaves@barbados.gov.bb

Updates to This Notice
This Privacy Notice will be reviewed annually or as required by changes in legislation or
organizational needs. Any significant updates will be communicated to stakeholders directly.

Privacy Notice

Effective Date: November 1 2026

Approved Date: October 20 2026

Introduction The Duke of Edinburgh's International Award Barbados ("Award Barbados") values your privacy and is committed to protecting your personal data. This Privacy Notice explains how we collect, use, and safeguard personal data in compliance with the Barbados Data Protection Act (BDPA).

Who We Are Award Barbados is a youth development program aimed at empowering young people to achieve personal growth through non-formal education. As part of our operations, we collect and process personal data to deliver our services effectively.

What Data We Collect

We may collect the following categories of personal data: 1. Participants:

Name, date of birth, gender.

Contact information (email, phone number, address).

Photographs/video where applicable

Safeguarding-related information where necessary

Emergency contact details.

Activity records, including evidence of completion.

Information relating to complaints, incidents or disciplinary matters where

applicable

Communications and correspondence

​

2. Parents/Guardians of Participants:

Name and contact details.

Consent for participants under 18.

3. Volunteers and Staff:

Identification details (name, contact information).

Qualifications and certifications.

Vetting information (where applicable).

Information relating to complaints, incidents or disciplinary matters where applicable

Communications and correspondence

​

4. Online Record Book (ORB) Users

Progress logs, uploaded activity evidence, and communication logs between participants and leaders.

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Sharing Your Data We may share your data with: 1. The International Award Foundation: To administer the ORB and evaluate program delivery. 2. Award Centres and Award Leaders where necessary for Award delivery

3. Award Volunteers and Assessors where necessary 4. Service/ICT providers 5. Emergency Services where necessary 6. Regulatory or government authorities where legally required 7. Other Authorized recipients where permitted by law

Automated Decision-Making Award Barbados does not currently use personal data to make solely automated decisions that produce legal effects or similarly significant effects on individuals.

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Your Rights Under the Barbados Data Protection Act (BDPA), you have the following rights regarding your personal data: 1. Access: Request access to the personal data we hold about you. 2. Correction: Correct any inaccuracies in your data.

3. Erasure: Request the deletion of your data under certain conditions. 4. Restriction: Request a restriction on processing your data. 5. Objection: Object to data processing for specific purposes. 6. Data Portability: Request a copy of your data in a structured, commonly used format.

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Contact Information For questions or concerns about this Privacy Notice, please contact:

Fabian Norville – Operations Manager The Duke of Edinburgh's International Award Barbados Sheraton Mall, Sargeant’s Village, Christ Church, Barbados office@theawardbarbados.com 436-8754

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You may also contact Ms. Lisa Greves, the Data Protection Commissioner at: Data Protection Commission, Ministry of Industry, Innovation, Science and Technology, 5th Floor SSA Building, Vaucluse, St. Thomas. Email: lisa.greaves@barbados.gov.bb

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Updates to This Notice This Privacy Notice will be reviewed annually or as required by changes in legislation or organizational needs. Any significant updates will be communicated to stakeholders directly.

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